Documente Academic
Documente Profesional
Documente Cultură
Safety Management
Plan (OHSMP)
New Zealand
Table of contents
This Occupational Health & Safety Management Plan (OHSMP) outlines the policies, processes
and procedures used to manage Occupational Health and Safety (OHS) of Entity Solutions’
(ES) workforce, which includes Independent Professionals (IPros), contractors, and volunteers.
All workers are subject to the policies and procedures outlined in this OHSMP. To acknowledge
acceptance all workers must sign the OHSMP Policy Acceptance located at the end of this
document or acknowledge acceptance on Entity Online to show that they accept the policies
and procedures prior to commencing work.
All policies and procedures in this document are to be used in conjunction with the
Client sites policies and procedures.
1.1. Objective
To encourage workers to take responsibility for their own safety and that of their colleagues,
by positively reinforcing the basic fundamentals of safe work practices.
1.2. Definitions
Independent Professional Term used to describe white collar contractors.
(IPro)
Client ES’ client or ES client’s client to whom the services are provided
by the IPro.
To outline Entity Solutions’ (ES) policy relating to Occupational Health and Safety (OHS) and
return to work.
2.1.2. Objective
To protect the health, safety and wellbeing of all workers and third parties.
a) ES Commitment Statement
ES will provide a framework to support and monitor the health, safety and wellbeing of all
workers, which includes:
ensuring an OHS induction is part of the onboarding process for new workers; assess office
environments and/or well-maintained home office space
the completion of the Workplace Safety and Induction form;
taking all reasonable steps to identify, assess and control any known or potential risks to
health and safety;
conducting an investigation at the Client site or at ES’ premises to remedy the problem
and prevent a recurrence;
ensuring workers know how to report hazards or incidents (including awareness of the
Incident Report Form);
ensuring all workers working from home, complete a Workplace Induction Safety
Inspection Form, where required; and
ensuring compliance with health and safety legislative requirements and relevant
standards.
b) Workers Responsibilities
All workers, whatever their role, have a primary responsibility to ensure that the work they
undertake or supervise is carried out in a safe manner. This includes being proactive in
awareness, promotion and prevention. No task is so important that a person’s safety is put at
risk.
All workers have a shared responsibility to ensure the health, safety and wellbeing of
themselves, colleagues and third parties. All workers must follow all relevant policies and
procedures of ES and the Client.
The WISI form is provided to all workers before commencing work. It is used to highlight,
reduce and/or eliminate workplace dangers, as far as reasonably practicable and for the
assessment of office environments and/or well-maintained home office space. It is not to be
used for other workplace environments.
The CSI Form is provided to a Client to ascertain an understanding of the sites occupational,
health, safety and induction policies and procedures. It is used to facilitate communication
between ES and the Client regarding any potential health and safety issues.
*Given the nature of the relationship between Entity Solutions, IPro or contractor, Entity
Solutions will not undertake sourcing alternative duties and/or assignment, should the current
contract expire. Entity Solutions will work with the Client site to determine if alternative duties
are available at the workplace however will not undertake sourcing alternative duties if they
are not available.
Workers need to determine if they are covered under the workers compensation scheme.
ask their doctor to complete a workplace capabilities check, or to specify capabilities for
suitable duties on a medical certificate
maintain communication with their Entity Solutions’ representative and Client site about
relevant issues relating to their injury
The Return to Work (RTW) Coordinator is a person who has satisfactorily completed a
workplace rehabilitation course approved by the respective state OHS Regulator (WorkCover
Authority). This person is the link between the injured worker, treating doctor, Entity
Solutions’ representative, client site management, state OHS Regulator (WorkCover Authority),
rehabilitation providers and any other relevant parties.
ensure that an efficient system exists for immediate reporting of injured workers
coordinate the return to work of injured workers and work with the Client site to take all
reasonable practicable steps to prevent a repeat of the injury or illness
develop a RTW Plan (where possible and practical) in conjunction with the worker’s treating
practitioner/s, Occupation Rehabilitation Provider (if required) and the Client site
work with the Client site (where possible and practical) to provide suitable meaningful
work, including modified or alternate duties at the earliest opportunity
maintain communication with all parties involved in the process including Client site
managers and HR teams related to the injured workers RTW plan
monitor the injured worker’s progress in relation to suitable duties and suggest
adjustments if/where applicable
offer support (where appropriate) to the injured worker.
*A Return to Work (RTW) plan is specially selected duties at the worker’s Client site to provide
a means of a monitored and gradual return to normal duties.
If required, a copy of the plan will be provided to the ES insurer and Client site for worker’s
compensation and RTW purposes.
Workers are encouraged to seek assistance with work and/or personal issues from sources,
such as their direct manager, Client representative or Entity Solutions’ representative.
If work related help is not available or appropriate, workers should source external assistance
through family, friends, professional counselling or help lines.
In the event of a natural disaster, epidemic, pandemic, flood, fire, or earthquake, the health
and safety of all workers will be ES’ first priority. ES will take appropriate steps to ensure
workers are managed appropriately during these times by working with the Client site’s
Each plan of action to an emergency event will be determined on a case by case basis.
Procedures
1.2. To ensure that workers are provided with an appropriate site induction.
Workers shall have a current ES specific induction if they are working in an ES office. Workers
must speak to their Client representative to insure that they receive a comprehensive
induction, which includes the checks listed on the Workplace Induction & Safety Inspection
(WISI) Form. Workers are required to fill out a WISI Form within 7 days of commencing work.
Some of the areas that should be discussed include:
Workers are expected to be competent to perform the tasks for which they are engaged. ES
has an expectation that any given worker holds appropriate qualifications and nationally
accredited competencies.
ES reserves the right to request and review all workers training records and/or qualifications.
To provide guidance on to the process of reporting and investigating workplace incidents and
accidents.
Incident An unplanned event, which has the potential to cause serious injury,
danger to health or damage to property, also known as a ‘near miss.’
a. an amputation
b. serious head injury
c. serious eye injury
d. the separation of his or her skin from underlying tissue e.g.
de-gloving
e. electric shock
f. a spinal injury
g. the loss of a bodily function or
h. serious lacerations
i. serious burns
j. a loss of consciousness
Serious accidents are to be reported to the Ministry of Business, Innovation and Employment,
Health and Safety group after becoming aware of the incident.
2.3. Responsibilities
Ensure accidents and incidents are reported to the Return to Work Coordinator by
emailing OHSandRTW@entitysolutions.com.au.
Assist workers with the completion of an Incident Report form.
Communicate incident reporting procedure requirements to Clients and workers.
Implementations/controls required preventing re-occurrence of the event.
c) Workers
Report accidents or incidents within 24 hours to the Client site manager and to the
Entity Solutions Representative.
Accidents and incidents (including near misses) must be reported within 24 hours of the event
occurring to the Client site manager, the Entity Solutions Representative and RTW Coordinator,
which includes filling in an Incident Report Form.
The following diagrams illustrate the reporting procedure for workers and the RTW coordinator:
a) Worker
INFORM COMPLETE
Incident or near Incident
Worker
miss Report form
INFORM
Seek medical Client Site ES RTW
assistance Manager Represenative Coordinator
b) RTW Coordinator
In the event that a serious injury, dangerous event or fatality occurs at a Client site or an ES
office, involving a worker or a member of the public, the following steps will be undertaken:
RTW
Coordinator
Client Site
INFORM
in 7 days
WorkSafe
New Zealand
To provide guidance for an emergency response within ES offices and Client sites.
This procedure is to be used in consultation with the Client sites emergency response
procedure.
3.2. Scope
The site emergency response procedure is to be explained to all workers during their site
induction. This includes emergency evacuation points and meeting point. The Workplace
Induction Safety Inspection (WISI) form consists of required fields where this requirement is to
be marked off. If this is not explained, the worker should contact their Entity Solutions
Representative to advise them.
The nominated emergency telephone number for Police, Fire and Ambulance throughout New
Zealand is 111. Some Client sites will have their own nominated emergency contact details and
workers should make themselves familiar with these.
There should be a qualified first aid person at every site. If a worker at a Client site is not able
to identify such a person, they should contact their Client representative and/or their Entity
Solutions Representative.
All first aid items must be labelled accurately and clearly; the container must
accommodate all items comfortably and the first aid kit must be easily identifiable.
Any items used must be replaced as soon as possible; the kit will contain a contents list
to ensure all items are present.
First aid kits will be inspected every 6 months and a register of these inspections will be
maintained (maybe contracted out).
If kits are stored in vehicles, they must be in a position that can be accessed easily and
secured when travelling.
There should always be at least one qualified first aider per client site at all times. This person
must hold a current first aid certificate from a regulatory approved first aid course. . During
the induction process, the identification of the first aider/s must be undertaken.
All workers should know how to contact emergency services. The national emergency
telephone number is, 111 which may be used across New Zealand to contact emergency
services.
Any treatment provided to a sick and or injured worker must be recorded. All first aid kits
contain note books and record sheets to assist with this.
person’s name
date and time of treatment
treatment provided
patient condition at the time of assessment
ongoing condition and observation of the patient’s condition
date, time, name and details of a handover to a medical practitioner, emergency
respondent or another first aid provider
any medications, drugs or items found on the injured worker.
As workers are working across a number of different sites, Clients are required to identify what
each site utilises to identify, assess and control hazards.
To ensure that all potential hazards or risks are identified and understood by workers, a Client
Site Inspection (CSI) form shall be completed prior to the worker commencing work in a new
area. The form may be used to list each step of the task, to assess and identify all hazards and
to apply an appropriate control for each hazard.
There is potential for different hazards to be present in a different work area or location. Due
to this reason, revisiting the CSI form will be actively encouraged.
Hazards and risks to be considered on a Client site include but are not limited to:
ES will work with the Client site to ensure control measures (where possible) are implemented
to ensure the risk is eliminated or reduced to an acceptable level. To ensure activities are
conducted in a safe manner the following is essential:
Workers are asked to complete a Workplace Safety Induction (WISI) form to determine if they
have undergone a Client specific OHS induction and have been provided with adequate
workplace facilities and equipment on the commencement of work. The form is also used to
ensure hazards have been identified and (if applicable) controls are implemented.
6.3. Controls
Controls to reduce the risks associated with working at heights may include:
Correct Personal Protective Equipment (PPE), including safety harness, ropes or clothing
Signage
Plans and procedures
Securing of equipment
Barricading
Observer
Qualified and trained personnel
Equipment tested, inspected and appropriate for task
Excellent housekeeping
Excellent communication
Documented rescue plan that has been rehearse
6.4. Assessment
Any work involving a risk of a fall or an injury will be risk assessed. Appropriate controls (with
consultation of the Client site) will be put in place to prevent a fall or to prevent an injury upon
a fall occurring.
An assessment should be conducted and documented by the worker undertaking the work and
the Client site. It should include all hazards identified and how each hazard will be controlled.
If a hazard exists, workers should request a working at heights assessment and/or an Incident
Report Form from each Client site.
Some Client sites will require workers working at heights to work under a permit system.
2.2.2. Objective
To ensure that there is a shared understanding amongst all workers of ES’ expectations in
regards to acceptable and appropriate behaviour in the workplace.
ES values the contribution of all workers and is committed to ensuring the workplace is free
from discrimination and harassment. Discrimination, harassment, sexual harassment and
bullying is not only unacceptable, it is unlawful.
Outlined within this policy is an internal dispute resolution process to assist workers to raise
issues of concern. Appropriate disciplinary action may be taken against anyone found to have
breached this policy.
*Please note that the following definitions should be used as a guide only and the relevant
state legislation should be consulted.
2.2.4. Discrimination
The prohibited grounds of discrimination are set out at s 21 of the Human Rights Act 1993 and
at s105 of the Employment Relations Act 2000.
a) Direct discrimination
Direct discrimination will occur if a person treats, or proposes to treat, another person
differently and unfavourably on the basis of a prohibited ground.
b) Indirect discrimination
Indirect discrimination will occur where any conduct, practice, requirement, or condition
that is not direct discrimination has the effect of treating a person or group of persons
differently on the basis of one of the protected grounds of discrimination.
The particular grounds of prohibited discrimination under the Human Rights Act 1993 and
the Employment Relations Act 1993 can be summarised as follows:
The following are also unlawful in terms of the Human Rights Act 1993:
2.2.5. Harassment
Harassment occurs when someone is made to feel intimidated, insulted or humiliated because
of their race, colour, national or ethnic origin, sex, disability, sexual preference, or some other
prohibited ground.
Harassing behaviour can range from serious to less serious levels. However one-off
incidents can still constitute harassment. Also, where continued, such behaviour can
undermine the standard of conduct within a work area, which may erode the wellbeing of
the individual or group being targeted and lead to lower overall worker performance.
Managers at ES or Client sites should manage these processes with sensitivity, but they
should not avoid their responsibility to provide full and frank feedback.
Sexual harassment may be defined as uninvited or unwelcome behaviour that may involve but
not be limited to verbal, written or physical insult against another worker. The effect of such
harassment may result in the individual being offended, humiliated or intimidated making the
workplace both uncomfortable and unpleasant.
Everyone has a right to work in an environment that is free from sexual harassment. Sexual
harassment and other varieties of unlawful harassment may also constitute criminal behaviour
and may be forwarded on to the appropriate authorities. Workers may also wish to make
enquiries/formal complaints with the appropriate external authorities.
Sexual harassment is not behaviour which is based on mutual attraction, friendship and
respect. If the interaction is consensual, welcome and reciprocated, it is not sexual
harassment.
Workplace bullying is the repeated less favourable treatment of a person by another or others
in the workplace, which may be considered unreasonable and inappropriate workplace practice.
It includes behaviour that intimidates, offends, degrades or humiliates a worker by another
worker.
Bullying behaviour can range from very obvious verbal or physical assault to very subtle
psychological abuse.
Reasonable management actions carried out in a reasonable manner is not bullying. Examples
may include:
The key to the above is that these actions are carried out in a fair and equal way.
Procedures
1. Equal Employment Opportunity (EEO) – Reporting and
investigating a complaint procedure
1.1. Purpose
1.2. Guidelines
All complaints will be taken seriously and will be taken on their merits and facts
All complaints will be acknowledged within 24 hours in writing by an ES Representative
Complaints will be dealt with quickly, courteously, fairly and within established timelines
All relevant parties will be advised of the process and kept informed of progress or
delays
Support will be available to all parties. ES will work with Client sites’ HR, managers,
policies and procedures during the complaints process
Impartiality is critical
The process will ensure confidentiality is maintained by all parties
Make a clear and polite request for the behaviour to stop. This request can be made by the
person affected or their manager. Anyone requested to act on behalf of the person affected
should adopt a confidential, non-confrontational approach with a view to resolve the issue.
It is during this stage that mediation may be suggested. Mediation is where a neutral and
independent person may assist resolution through a discussion of the issues. The person
will usually be either internal Client HR or if it is not appropriate for an internal person to
be involved, ES People & Culture may be utilised. The mediator should be approved by
both parties and independent of the complaint. The discussion should focus on agreeing to
actions that will resolve the problem.
Commencement of the formal procedure should only take place if the issue could not be
resolved using the informal procedure.
Any person making a complaint should not be subject to victimisation because they raise or
are associated with a complaint.
Complete the Complaint form (available from People & Culture or your Entity Solutions
Representative) and forward it to the OHS Team – ohsandrtw@entitysolutions.com.au
All workers should consider the “who, when, what, where” when completing a Complaint
form:
All complaints are taken seriously and will be acknowledged within 24 hours in writing.
Step 2: Investigation
Following the receipt of a complaint, a nominated Investigator will investigate the matter
and make recommendations to those involved, to determine a resolution.
Providing a copy of the Complaint form or substance of the complaint to the person(s)
who is/are the subject of the complaint
Requesting the person(s) to provide a formal written response. Formal interview(s) or
obtaining statements from people who can help to ascertain the facts
Obtaining relevant and necessary documentation
Identifying an option(s) for resolution of the complaint(s)
Either party is able to appeal the decision and recommendation(s), conditional on new
evidence being presented. They cannot appeal simply because they are not happy or do not
agree with the outcome(s).
The investigator may make recommendations to resolve the issue(s), which may include:
Complaints that are found to be frivolous, vexatious or malicious will be dealt with accordingly
and may be subject to disciplinary action.
Following the outcome(s), all parties will continue to monitor the environment for an agreed
period of time to ensure that it has been properly addressed.
To outline Entity Solutions’ (ES) expectations on the use and consumption of drugs and
alcohol.
*When making recommendations on the use and distribution of drugs, this policy refers to
illicit drugs or prescription medication. It excludes the use and distribution of over-the-counter
medication such as paracetamol or ibuprofen for mild pain relief.
2.3.2. Objective
To reduce the likelihood of injury, damage and/or negative effects resulting from alcohol
and/or drug use and/or abuse in the work environment.
2.3.3. Responsibilities
All workers have a shared responsibility for maintaining a healthy and safe working
environment, which includes the health and safety of themselves, colleagues, Clients,
customers and visitors.
The inappropriate, irresponsible and unlawful use of drugs and/or alcohol can not only result
in a criminal offence but can adversely affect company performance, health, safety and
wellbeing of a person, damage to property, and/or affect the rights and enjoyment of others.
a) Responsibilities of workers
ensuring the serving of alcohol is conducted safely and must do everything that is
reasonable and practicable to reduce or eliminate potential risks and;
ensuring the activity caters for workers not consuming alcohol.
2.3.4. Suspension
Client site management has the authority to suspend workers they believe to be adversely
affected by drugs and/or alcohol. Suspension can occur with or without pay and for an
indefinite period of time. Reinstatement will only occur once the manager, Client site and ES is
convinced the offending worker is capable of working effectively and is no longer under the
influence of the offending substance.
The attendance at ES, Client, customer activities and events is an opportunity to network and
establish or maintain good working relationships. Christmas activities and events is an
opportunity to celebrate the year’s achievements (company, department and personal), and
therefore should be relaxed, jovial and respectful.
However, workers are asked to display a duty of care where colleagues are intoxicated and
may cause harm to themselves and/or others, by discouraging further consumption and if
possible assisting them in getting home safety e.g. calling a taxi.
Workers are encouraged to seek assistance should they require support in dealing with a drug
and/or alcohol problem. All workers are encouraged to speak to a counsellor, family, friends
or their managers or supervisor.
To outline Entity Solutions’ (ES) policy in relation to social media in and outside of the
workplace.
2.4.2. Objective
To provide clarity to workers on how to conduct themselves on social media both at work and
outside of work hours.
Online collaboration and social networking platforms are changing the way we fundamentally
work and engage with each other, customers and partners.
create and develop brand awareness – i.e.: who we are, what we do, how we work, and
why people should use ES services
generate exposure and;
promote customers as advocates of our brand.
The lines between public and private, personal and professional, can often be blurred in online
social networks. Therefore, it is in the best interests of all workers to be aware of ES’
expectations when engaging in online social networking.
By identifying yourself as an ES IPro or contractor within a social network, you are possibly
connecting with colleagues, customers, and ES’ partners and clients. Be thoughtful of how you
present yourself and ensure that content is consistent with the work and professional
standards expected at ES.
2.4.4. Guidelines
The following guidelines are in reference to online social network channels, such as Facebook,
Twitter, YouTube, Blogs, LinkedIn, Yammer, Pintrest, Instagram and so on:
1. You are personally responsible for the content you publish online, whether in a blog,
social networking site or any other form of user-generated media. Be mindful that what
you publish will be in the public domain quickly and indefinitely - protect your privacy
and take care to understand terms and conditions of the site.
2. Identify yourself – name and when relevant, your role within the company when
discussing company related matters.
3. Be mindful of what you publish on your own private networking sites. If you are unsure
whether content is suitable or could possibly tarnish ES or the Client’s brand, do not
circulate it.
4. Engagement in social media using ES or Clients’ facilities during office hours must be
for work related purposes only. Facebook catch up with friends should only be
6. Do not provide ES, Clients or another party’s confidential and/or proprietary information
and never publicly discuss ES’ business performance or other sensitive matters.
7. Do not cite or reference customers, partners or suppliers without their approval. When
you do make a reference, link back to the source. Do not publish anything that might
embarrass or disparage a customer, partner or ES, whether this is written content or
photographs.
8. Respect your audience. Do not use ethnic slurs, personal insults, obscenity or engage in
any conduct that would not be acceptable in the workplace. You should also show
proper consideration for the privacy of others and for topics that may be considered
objectionable or inflammatory - such as politics and religion.
9. Be aware of your association to the company in online social networks. If you identify
yourself as an IPro or contractor of ES, ensure your profile and related content is
consistent with how you wish to present yourself with colleagues, partners and
customers is in line with ES’ values.
10. Do not provoke fights, conflicts or retaliate should someone try and initiate a conflict
with you on social media.
11. Try to add value. Provide worthwhile information and perspective. ES’ brand is best
represented by workers and what you publish should always be of a positive nature.
12. Do not use ES’ logos or trademarks unless you have obtained written
approval/permission to do so.
13. Do not bully, harass or offend anyone which includes ES’ employees, IPros, contractors,
representatives, customers and partners.
14. Be mindful that all comments made, regardless of whether they are made on an ES or
Client’s account (Twitter, Yammer etc…) or on workers personal account, are in the
public domain, accessible to anyone and therefore may be subject to disciplinary action,
even when those comments may appear to be unrelated to a worker’s work and/or
position.
In the event of any breach ES will consult with Client site management or HR to investigate the
breach and to determine an appropriate outcome. Breach of policy or procedure outcomes may
take the form of a formal warning letter, demotion or termination depending on the severity of
the misdemeanour.
3.1.1. Purpose
To provide guidance with regards to effective communication and consultation between Entity
Solutions (ES), Client sites and workers.
3.1.2. Procedure
ES will maintain communication and consultation with Client sites and in particular areas where
workers are conducting activities or providing services.
The requirement to consult with workers who carry out work for ES or Client site who could be
directly affected by a matter relating to work, health and/or safety. The process ensures that
workers, Client sites and ES (where appropriate) are able to:
a) Client site
Client Site
Worker
Effective communication and consultation requires identifying that the risks in a workplace are
the problem of everyone in that workplace. Eliminating or managing the risks helps to protect
everyone in the workplace.
3.1.4. Meetings
Meetings are an effective way of maintaining a vertical communication system. Reasons for
conducting meetings and discussions within ES may include:
3.1.5. Consultation
To ensure that all workers are aware of health and safety issues that relate to their work, the
RTW Coordinator or Entity Solutions Representative, will work with Clients (within reason) to:
ensure that workers are aware of who is responsible for occupational, health and safety
processes in the work place
communicate and update all parties in the event of an incident or hazard, which
involves the health and safety of workers
complete the Client Site Information form by consulting with the Client and worker
where there are any changes that affect workplace health and safety.
IPro/contractor agrees to adhere to the policies and procedures that are listed in the
OHSMP.
Policies
Procedures
IPro/contractor name
Details
If there is a procedure in place for your particular condition that would help assist in
case of an emergency, please also provide a copy of it along with this form.